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Creating a Reservation from the EMS Desktop Client

Steps for creating a space reservation using the EMS Desktop Client.

Creating a Reservation With the Reservation Book

Creating a Reservation With the Reservation Wizard


Creating a Reservation With the Reservation Book

After logging into the EMS Desktop client software:

  • Select the "Book" icon from the top menu bar OR from the top drop-down menu options, select "Reservations> Reservation Book".  

Screenshot of EMS booking icons and menus

  • Once the booking tool screen loads, select the date for the reservation by entering an upcoming date or selecting the down arrow next to the date to select it from the calendar pop-up window.
  • Select a space and time frame:
    • Use the right-hand scroll bar, if needed, to find the preferred space from the available list.  Please note that you will see all spaces available within your building, but you can only complete reservations for certain spaces based on your EMS admin user permissions. Also, the calendar table view will show which spaces are already booked on the preferred date and during the preferred time frame.   
    • In the same row as the preferred space, find the start time for the reservation noting the times listed across the top of the displayed calendar table view.  Select, hold, and drag the cursor to the right to select a time frame and then release the selection.

 Screenshot of EMS space list and availability calendar

    • Room List Notes:
      • As an Admin in the EMS client, you will be able to see all of the spaces available in the building but you will only be able to book a space to which you have been assigned access through the Process Template.
      • If you are unable to see the entire list of spaces available within the building, from the Reservation Book, select "Options" in the upper right-hand corner.  Within the pop-up window that appears, under the "Maximum No. Rooms" header, select a higher maximum number of rooms using the available radio buttons and select "OK" to confirm the updated setting.

Options menu in booking tool in EMS client to  increase number of rooms displayed.

  • Once the "Reservation Wizard" window opens:
    • Visually confirm that that preferred date is shaded on the displayed calendar and that the correct time frame is noted under the displayed calendar.
    • Visually confirm that the correct room is listed.
      • If not, use the search feature to look for a different room or close out of the "Reservation Wizard" (the "X" in the upper right-hand corner or "Cancel" button at the bottom) and start again with the reservation book page at the "Select a space and time frame" step above. 
    • From the "Status" drop-down menu, select "Confirmed" as the reservation status. 
    • Select the "Next" button on the bottom right-hand side of the window.

Screenshot of the EMS reservation wizard calendar details

  • Once the next page loads, enter the following reservation details
    • Event Name
    • Event Type (Select, Meeting, Professional Development, Training, Wellness, or Workspace)
    • Select a Group:
      • Select the magnifying glass icon next to the "Group" field.
      • Find and select the group associated with your unit within your division/department.
      • Select the "Select" button on the upper right-hand side of the page or double select the group name.

Screenshot of the EMS group selection list in a new reservation window


    • Fill in the "1st Contact" fields:
      • Temp Contact (name)
      • Phone number 
      • Email (optional but best practice to enter for future contact information and for the email confirmation) 
    • Fill in the "Setup Count" field
      • Enter the estimated number of attendees
    • Select "Finish" in the lower right-hand corner of the window.

Screenshot of EMS client reservation details window

  • Once the reservation window loads, the reservations details will display and the reservation is complete.

Creating a Reservation With the Reservation Wizard

After logging into the EMS Desktop client software:

  • Select "Reservations> Reservation Wizard" from the top drop-down menu options OR the "Wizard" icon from the top menu bar. 

Screenshot of EMS client reservation menu and wizard button

  • Once the "Reservation Wizard" window opens:
    • Select a date on the displayed calendar and times located in drop-down menus under the calendar. 
    • Select the preferred building from the drop-down menu for the "Building" field on the right-hand side of the window.
    • Select the "Specific Room" radio button from the "Method" field above the "Building" field.
      • The "Room Selector" window will open listing all rooms in the selected building.  Note: Please only book spaces affiliated with your division/department or shared flex spaces. 
      • Select/highlight the preferred room
      • Select the "OK" button to confirm and close the "Room Selector" window.  
    • Note: The reservation status will automatically be set as "Confirmed" when using the "Reservation Wizard". 
    • Select the "Next" button on the bottom right-hand side of the window.

Screenshot of the EMS client reservation wizard and room search windows

  • Once the next page loads, enter the following reservation details
    • Event Name
    • Event Type (Select, Meeting, Professional Development, Training, Wellness, or Workspace)
    • Select a Group:
      • Select the magnifying glass icon next to the "Group" field.
      • Find and select the group associated with your unit within your division/department.
      • Select the "Select" button on the upper right-hand side of the page or double select the group name.

Screenshot of EMS client group selection window for a reservation

  • Fill in the "1st Contact" fields:
    • Temp Contact (name)
    • Phone number 
    • Email (optional but best practice to enter for future contact information and for the email confirmation) 
  • Fill in the "Setup Count" field
    • Enter the estimated number of attendees
  • Select "Finish" in the lower right-hand corner of the window.

Screenshot of EMS client reservation event details window

  • Once the reservation window loads, the reservations details will display and the reservation is complete.




Keywords:EMS, reservation, booking, desktop client, workspace, conference room   Doc ID:116659
Owner:Jenee J.Group:Facilities Planning & Management
Created:2022-02-10 10:50 CDTUpdated:2022-03-21 10:26 CDT
Sites:Facilities Planning & Management
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